MINUTES OF THE BOBBY JONES GOLF CLUB ADVISORY BOARD May 25, 2011 at 3:00 P.M. PRESENT: Charles Mericle, Dick Roehr, Francis Schroeder, Doris Snare, Millie Small, George Spector, and Alan Woodle ABSENT: Darwin Perry STAFF ADVISORS: Susan J. Martin, Manager, Golf and Recreation Christian Martin, Assistant Manager, BJGC PRESIDING: Alan Woodle, Chairperson CITY COMMISSIONERS: None OTHER CITY OFFICIALS: None RECORDING: Linda Needs, Administrative Assistant Meeting was called to order at approximately 3 p.m. in the Bobby Jones Golf Club Conference Room. Roll Call Board member Perry was absent. The Board will address at next meeting as no one was aware of why he was not able to attend. Board member Small arrived at 3:05 p.m., just after the roll call. Public Input Kim Giancardo Passed along high praises he heard for all the work recently completed. His friends, who golf at BJGC regularly, love the British course especially the new trees and the placement of the British #13 tee box. Pete Resh Manager Sue Martin introduced Mr. Resh. He spoke regarding honoring the balance of a $225 tournament certificate he was awarded in 2004. He lost or misplaced the certificate, but recalled using $60, leaving a balance of $165. He said there was no expiration date on it. Mr. Resh spoke with Director Doug Jeffcoat after speaking with Manager Sue Martin. Mr. Jeffcoat offered to honor $50. Manager Sue Martin explained how procedures changed since 2004 and she was not authorized to honor the certificate. It was brought to the Board for review. After discussing, Board member Roehr motioned that the Board seemed to be satisfied that Mr. Resh's request was genuine and staff had done all necessary research to honor. Board member Schroeder seconded. Chair Woodle asked for a roll call, which resulted in five (5) members in favor and two (2) opposed. This is an advisory recommendation only. It was up to the City to follow through. Such certificates may be redeemed for merchandise only. Approval of Minutes from March 23, 2011 Board member Mericle motioned to approve minutes as written and Board member Spector seconded. Motion passed unanimously. OneSource Report (J. Bache) Superintendant Jerry Bache went over the aerification schedule for upcoming months. Another project they are working on was eliminating mole crickets while they were still small and very vulnerable. Board member Roehr withdrew his agenda item regarding bunker sand. After he expressed his concern at the last meeting, Assistant Manager Christian Martin explained to him it was an on-going project. 1 Manager's Report (Sue Martin) Disc Golf Tournaments held May 21-22 and May 28-29 This was a win-win situation because the Executive Course was closed for aerification the second week, yet disk golf could still be played. They are a great group and buy a lot of food/beverages from Mulligan's. The full field was limited to 90 players. The first weekend was the Professional championship. The second weekend was the Amateur Championship. Mulligan's Restaurant Mary is struggling. Staff met with the City's Purchasing Manager and Mary to figure out what could be done to help. It was decided a limited summer menu would be offered to cut on waste. The beverage cart won't operate during the week, but only on weekends and for large special events. Perhaps, doing more BBQ would also help. The Board was in full support of keeping this good quality restaurant at BJGC. June Special Proposal Approval was received to offer a golf and food package. This was another way to help Mulligan's. For the month of June, BJGC will offer 18 holes with cart, hot dog, chips or pretzels and drink from Mulligan's with unlimited replay if space is available for $40 (includes tax). Rain checks will be issued with presentation of the original receipt if less than 9 holes were played and must be used by June 30. Palm Trees In case anyone asked about the cost to BJ, it was zero. The 38 trees (32 Washingtonians, 4 Canary Island Date Palms, and 2 Olive) were moved from other property in the City and installed free of charge. OneSource grounds crew will maintain. Assistant Manager's Report (Christian Martin) Junior Golf Camps Flyers were distributed with the June, July and August camp dates. Space limited to 12 golfers ages 8-18. The cost is $100 and includes lunch at Mulligan's. Manager Sue Martin noted that 100% of the golf fee goes to the Club, unlike the 20/80 split for individual lessons. April Tournaments The Women's Better Ball and Individual Championship on April 2 and 3 had 40 players; same as last year. Traditionally it was held in March, but in an effort to be a bit more cost effective and increase participation, it was moved to April. Easter was late this year also throwing a curve. Board member Snare pointed out that a 2 p.m. tee-time was difficult for some women that had families. The Men's Senior Championship on April 9 & 10 had 80 players as opposed to 76 in 2010. The Men's City Championship was held on April 30 & May 1 and May 7 & 8 and had the same number of players this year as last-128. Positive strides were made by adjusting tees, which cut down on playing time. Dates for 2012 tournaments were posted on BJ's web-site along with past tournament results. Financial Report Manager Sue Martin submitted the report for the first seven months of the current fiscal year, a copy which is attached hereto and made a part of these minutes. 2 Agenda Items Electric Car Charging Station (Perry) Manager Sue Martin addressed in the absence of Board member Perry. He suggested to that this could be a good source of income for BJ. Manager Sue Martin checked and found that the cart barn electric supply is not enough for a station, but it would be considered with a new clubhouse. Smoke-Free Tee Times Chair Woodle presented the following to the Board for some feedback. One day he was paired with a women golfer who was also a City resident. She suggested considering prohibiting smoking on riding carts. Manager Sue Martin explained that BJGC was exempt from the City's smoking ordinance, partly because of alcohol service. Patrons enjoy sitting outside and having a smoke along with a beverage. The concern was the loss of business if banned. If a player notified the starter at check-in, an attempt would be made to pair the golfer with a non-smoker. Chair Woodle reiterated he just wanted to mention. It can always be discussed at a later date if it became an issue. 2011 Board Goals The Board had no additional goals to add at this time to the four (4) items listed below. Conversation will continue as goals are determined. > Yardage Markings Sprinkler Heads > Locai Player and Senior Rate > Annual Fees > Special Day for those over 80 New Business a. FY'12 Budget Manager Sue Martin said the following were proposals in the budget that had been presented to the City Manager. The City Commission still had to review and vote. > Raise cart fee by $1.00 > Raise green fee by $0.37 A Raise Afternoon Special by $1.00 Range balls which are now $2 and $3 will be $3 & $4 with a little larger basket. This will double the revenue and was still a fair price. > Locker Rental Rates will be prorated. The longer rented, the lower the fee: 3 months $45; 6 months $72; and 12 months $120. > Windshields for carts made it pass the City Manager, bag covers did not. > Penny Sales Tax The first penny was supposed to happen this coming year. It had not been removed completely, but not the full amount was expected. Director Jeffcoat proposed funds in the budget for architectural design work in FY '11 ($150,000 -175,000). He made the first presentation on May 18 at the City Commission workshop. 3 b. Ranger Chits (credits) This came up after the agenda went out sO Manager Sue Martin asked to address before going to Public Input. Mr. Jim Kostohryz was invited, but could not be at the meeting to speak for himself, so Manager Sue Martin would present on his behalf. This was another situation similar to Mr. Resh's, but regarding Ranger chits (credit). Mr. Kostohryz was a volunteer ranger in the winter of 2006 and 2007 only. In October 2008 the whole Ranger Program changed to comply with IRS rules. Rangers were notified through signage and meetings that they had 18 months (until May 1, 2010) to use their accrued credits in exchange for golf. Board members that are also volunteers agreed sufficient effort was made to notify volunteers and 1 % years was a reasonable amount of time to use credits. When Manager Sue Martin explained this to Mr. Kostohryz he was not satisfied and went to her boss as he felt he was entitled to $245 credit. He pointed out the chits were accepted 5 % months ago, sO why not now? Board member Snare motioned to deny his request to use his expired chits and seconded by Board member Mericle. Motion carried unanimously. The Chair voted yes. Public Input - None Board Member Comments and Items for Next Agenda > Board member Schroeder asked for First Tee update. Manager Sue Martin will put on the agenda for the next meeting. > Chair Woodle noted that the Board usually took a summer hiatus, but being they meet only every two months, it may not be necessary. July's meeting may be important as far as receiving budget updates. Board members agreed. Next Meeting: July 27, 2011 @ 3 p.m. Meeting adjourned at 4:56 p.m. 4 Bobby Jones Golf Club 2011 Junior Golf Camps Come join us for a 5-day Jr. Golf Camp. (Sign up. for one or take all three) June 13-17, 2011 July 25-29, 2011 August 1-5, 2011 9:00 am-12 noon, $100 per child (includes lunch) Age: 8 to 18 years Instructor: PGA Professional Christian Martin Space is limited to 12 golfers, SO register today. Sign up in the golf shop or call (941) 955-8097 ext 4 Financial and Activity Report October 1 through April 30, 2011 Activity report for seven months oft the current fiscal year are as follows: A Combined players for the current sevenmonths : 85,171 Last year this time period: 79,065 6,106 7.72% 8 Combined players for April, 2011 : 13,081 Last year this time period: 13,255 -174 -1.33% Changes by category for the current sevenmonths are as follows: 1 Annual Fee Holders (A & B) -1,232 2 Greens Fees (A & 8) 9,919 3 Executive Course (AFH) -44 4 Executive Course (Daily) 831 5 Cards, Waived, Specials -3,368 6,106 Power cart rentals for the current sevenmonths: 54,066 Last year this time period: 50,647 3,419 6.32% - Power cart rental for April 2011 : 8,988 Last year this time period: 8,788 200 2.23% II Financial results for the seven months of fiscal year 2011 are as follows: 1 Net cash flow for the current seven months: 427,390 Last year this same period 297,787 129,603 30.32% 2 Cash flow for April 2011 : 40,622 Last year this time period: 51,656 -11,034 -27.16% 3 Total revenues for the current seven months: 2,132,321 Last year this time period: 2,060,988 71,333 3.35% Most signifiçant changes are: a Annual Fee Holde green fees -23,406 Cart Rentais 48,600 Daily Green Fees 50,041 4 Expenditures for the current sevenmonths: 1,704,931 Last year this time period: 1,763,201 -58,270 -3.42% Most significant changes are: a Personal Services 26,493 b Land Maintenance -8,417 Utility Services 6,428 a Transfer CIP -96,250 Transfer General Fund 39,629 III The Capital Improvement fund as of April 30, 2011 : 1,124,668 BOBBY JONES GOLF COURSE REVENUEIEAPENDITURE ANALYSIS COMPARISON OF FISCAL YEARS 2010 & 2011 April 30, 2011 BE ESE FSRIREAER PRIOR YEAR CURRENT YEAR Actual YTD. Actual Actual YTD. Actual Budget Varlance 2010 2010 Current 2011 2011 Favorable Month 7 Months Month 7 Months 7 Months (Unfavorable) REVENUES: ANNUAL GREEN FEES $ (280) $ 144,630 $ $ 121,224 $ 124,883 $ (3,659) CART RENTAL 128,066 749,195 134,905 797,795 840,200 (42,405) CONTRIBUTIONS & SPONSORSHIPS 9,695 EQUIPMENT RENTALS 3,204 17,249 4,420 19,245 17,717 1,528 GOLF CLINICS 535 535 GOLF HANDICAP TRACKING 34 2,316 84 2,367 2.386 (19) GOLF LESSONS 1,460 6,790 6,790 GREEN FEES 165,132 984,468 129,383 1,034,509 1,157,626 (123,117) LOCKER RENTAL 270 4,035 235 4,715 3,762 953 MERCHANDISE SALES 16,058 84,918 16,687 80,967 89,566 (8,599) OTHER GOLF COURSE REVENUE 346 3,689 241 2,479 3,479 (1,000) OTHER MISCELLANEOUS REVENUES 30 210 40 307 90 217 OTHER SALES 14,798 (14,798) POSTAGE. AND HANDLING CHARGES 2 21 21 RANGE FEES 3,840 23,709 3,665 24,807 26,786 (1,979) RESTAURANT RENTAL 839 6,128 883 6,181 4,835 1,346 SURPLUS FURNITURE, FIXTURES 8 8 TENNIS COURTS TICKETS 137 40 150 (110) TOURNAMENT AND UNIFORM SALES 1,079 4,526 2,220 4,484 4,303 181 TOURNAMENT FEES 1,215 4,317 1,795 3,881 5,147 (1,266) UTILITIES 2,142 12,529 2,430 14,472 13,466 1,006 INVESTMENT EARNINGS 2,331 9,235 820 7,493 10,801 $ (3,308) TOTAL $ 324,306 $ 2,080,988 $ 299,269 $ 2,132,321 $ 2,319,996 $ (187,674) PRIOR YEAR CURRENT YEAR Actual YTD Actual Actual YTD Actual Budget Varlance 2010 2010 Current 2011 2011 Favorable Month 7 Months Month 71 Months 71 Months (Unfavorable) EXPENDITURES: PERSONAL SERVICES $ 72,760 $ 437,665 $ 85,770 $ 464,158 $ 502,013 $ 37,855 MERCHANDISE FOR RESALE 11,580 55,146 9,319 40,904 64,540 23,636 ADVERTISING 3,410 21,018 315 13,608 25,442 11,834 AIR CONDTION.NGIEATING MAI 450 6,410 696 6,159 4,047 (2,112) AUTOL LIABILITY 9,522 6,391 6,491 100 BASIC MATERIALS 11 37 219 219 BUILDING INSURANCE 8,637 20,001 5,699 16,156 18,000 1,844 BUILDING MAINTENANCE 450 2,975 265 2,734 4,931 2,197 BUILDING MATERIALS 84 1,715 55 587 3,819 3,032 CARALLOWANCE 14 100 433 433 CASH OVERISHORT (53) (288) (46) (143) 143 CELL PHONE ALLOWANCE 20 137 27 182 441 260 CELLULAR CHARGES 284 1,979 228 1,742 2,016 274 CHARGE GARD/BANK: FEES 8,989 34,088 9,804 36,838 36,380 (458) COMPUTER EQUIPMENT < $500 585 685 COMPUTERHARDWR & SOFTWR 193 6,289 225 6,789 17,741 10,952 COMPUTER REPAIR PARTS 294 294 DUES AND MEMBERSHIPS 649 555 716 160 DUPLICATING AND PRINTING 465 772 733 (39) ELECTRICAL EQUIPMENT! MAINT (160) 294 454 EQUIPMENT < $500 239 449 21 1,006 985 EQUIPMENTAND: PROPERTY REI 279 8,288 2,609 8,034 9,240 1,206 FURNITURE < $500 58 59 1 GENERAL SUPPLIES 890 6,795 162 7,318 8,714 1,396 HORTICULTURAL 194 194 JANITORIAL 626 5,009 705 3,822 6,617 2,795 LAND MAINTENANCE 108,339 766,791 101,117 758,374 779,554 21,180 LEGAL AND. JUDICIAL 80 529 303 (226) MACHINERY. AND TOOL MAINTEN 615 5,530 5,530 MECHANCAUELECTRICAL SUPP 220 189 750 561 MEDICAL & CHEMICAL SUPPLIES 2 (2) MERCHANDISE FOR RESALE-OTI 93 1,661 3,850 6,513 2,663 MOTOR VEHICLE MAINTENANCE 295 286 1,085 913 (172) MOTOR VEHICLE SUPPLIESIPAR 1,539 820 2,068 2,681 613 OFFICE SUPPLIES 127 1,413 280 1,183 2,715 1,632 PARKING LOTS AND ORIVEWAYS 214 842 214 416 202 PC SOFTWARE UNDER $500 (21) 81 165 500 335 PEST CONTROL 312 32 349 472 123 POSTAGE/DELIVERY SERVICE 35 145 121 223 102 PROVISIONS 1,156 4,266 1,753 3,879 5,536 1,657 SEWERS 119 119 SPECIAL SERVICES 1,161 8,541 494 5,141 7,885 2,744 TECHNOLOGY CHARGES 3,218 22,527 3,328 23,297 23,298 1 TELECOMMUNICATONS 201 6,594 135 6,013 7,066 1,053 TITLE RECORDINGIFILING FEES 37 73 38 75 62 (13) TRAINING, TRAVEL & CONFEREN 67 275 83 395 996 601 UTILITY SERVICE 5,838 36,673 7,027 43,100 47,622 4,522 WATER SYSTEMS MAINTENANCE 206 206 (206) COST. ALLOÇATION 12,580 88,058 12,836 89,855 89,857 2 DEBT-SERVICE 838 5,867 836 5,851 5,852 1 TRANSFER CIP FUND 13,750 98,250 TRANSFER TO GENERAL FUND 16,155 102,834 13,541 142,463 61,250 (91,213) TOTAL $ 272,650 $ 1,763,201 $ 268,647 $ 1,704,931 $ 1,764,704 $ 49,773 INCREASE DECREASE) IN FUND BALANCE $ 51,656 $ 297,787 $ 40,622 $ 427,390 $ 565,291 FUND BALANCE $ 840,663 $ 796,827 BOBBY JONES GOLF COURSE CAPITAL IMPROVEMENT PLAN REVENUE/EXPENDITURE ANALYSIS COMPARISON OF FISCAL YEARS 2010 & 2011 Aprll 30, 2011 PRIOR YEAR CURRENT YEAR Actual YTD. Actual Actual YTD. Actual Budget Varlance 2010 2010 Current 2011 2011 Favorable Month 7 Months Month 7 Months Annual (Unfavorable) REVENUES: TRANSFER CIP FUND $ 13,750 $ 96,250 $ $ $ $ OTHER SALES 5,000 (5,000) INVESTMENT EARNINGS 2,838 14,679 909 3,845 22,000 $ (18,155) TOTAL 16,588 $ 110,929 $ 909 $ 3,845 $ 27,000 $ (23,166) PRIOR YEAR CURRENT YEAR Actual YTD Actual Actual YTD. Actual Budgot Varlance 2010 2010 Curront 2011 2011 Favorable Month 7 Months Month 7 Months Annual (Unfavorable) EXPENDITURES: CAPITAL OUTLAY-APPRAISALS $ $ $ $ $ 10,000 $ 10,000 BUILDING. AND: STRUCTURES 4,544 4,994 39,690 68,571 28,881 BRIDGES/PIERS 3,000 3,000 STREETS AND HIGHWAYS 11,000 11,000 LAND IMPROVEMENT 20,000 201,931 181,931 PC AND RELATED HARDWARE 42,834 42,834 INSTRUMENTS AND APPARATUS 11,677 14,503 14,503 MOTOR VEHICLE 103,739 113,693 113,704 11 SPECIAL SERVICES 2,300 2.300 TOTAL $ 4,544 $ 120,410 $ 173,383 $ 467,843 $ 294,460 INCREASE (DECREASE) IN FUND BALANCE $ 12,044 $ (9,480) $ 909 $ (169,537) $ (440,843) FUND BALANCE $ 1,417,407 $ 1,124,668 8 5 8 - - € 3 3 - 5 S 5 3 4 3 - 5 3 3 3 N y - - - - - - - E - - E - - - - 9 8 3 6 E E 3 a E E 3 9 E 8 9 - - 8 3 8 - E E € S S 5 E S E E E 3 9 S 3 5 5 5 E 8 & 8 8 9 8 E 9 8 8 a S 8 E 8 5 8 E 8 8 & E o o! 0 o 00 a E - E E 3 € 8 E E 3 5 5 E : E E 8 9 8 9 / - 2 $ 4 E E 3 5 6 3 S S a 5 8 4 - / $ € 6 € @ a - - 1 1 - - - - - - - - - : : - - - E - - - 1 E E 0 6 3 s N 8 e 5 B E 9 3 E S 8 8 E 8 R 2 9 3 I > 8 6 R B 9 6 s g R 9 5 s e E E s B s b s de 6 S 6 a 8 6 3 3 8 5 - 3 E 8 3 8 8 3 E 8 6 - 9 - 9 S 3 1 E E : 0 0 / F - t F 7 / / co 2 so E 9 S a t E 2 P 2 o - 9 8 8 5 $ 3 8 B E a E 5 8 8 8 8 d 3 3 a 8 9 a o / 3 N 4 6 > - € 5 - 8 o 3 o 0o a a co 1 1 1 1 1 1 - & 8 8 8 & 3 8 3 3 d 5 8 3 9 E 8 8 8 o o o 0o 8 & 8 L S 8 8 9 8 9 8 5 - B 8 8 E - 9 8 2 o E R 5 - 0 - 8 S 3 0 - - - E 9 5 E S E 9 @ E S E 5 9 E 5 5 E € d 8 8 8 E E 8 EB ? - ? 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